Operations Assistant

Job Posting Organization:
The Asian Development Bank (ADB) is a leading multilateral development bank established in 1966, headquartered in Manila, Philippines. ADB's mission is to alleviate poverty and promote sustainable development in the Asia-Pacific region. It is owned by 69 members, with 50 of them from the region, and employs a diverse workforce dedicated to fostering prosperity in Asia. ADB collaborates with its members and partners to address complex challenges, utilizing innovative financial tools and strategic partnerships to transform lives, build quality infrastructure, and safeguard the planet. ADB is committed to creating an inclusive environment where everyone is treated with respect and given equal opportunities, encouraging all qualified candidates to apply regardless of their background, gender, or abilities. Women are particularly encouraged to apply for positions within the organization.

Job Overview:
The Operations Assistant position is situated within the Energy Division of the Sectors Department at ADB's headquarters in Manila. The role is crucial for providing comprehensive administrative support for various activities related to the Energy Division. The Operations Assistant will be responsible for facilitating project processing activities, which include managing loans and technical assistance, as well as overseeing portfolio management tasks as assigned by the supervisor. This position requires a proactive approach to ensure that all correspondence and documents are prepared according to ADB's standards, and that they are logged and distributed appropriately. The Operations Assistant will also be tasked with managing the supervisor's calendar, coordinating appointments, meetings, travel, and accommodation arrangements, ensuring that all activities align with ADB procedures. Additionally, the role involves maintaining office filing systems, supporting knowledge management activities, and providing backup support to other operations assistants when necessary. The Operations Assistant will play a vital role in ensuring the smooth operation of the Energy Division's activities and will be expected to perform other responsibilities as assigned by the supervisor.

Duties and Responsibilities:
The Operations Assistant will have a diverse set of responsibilities, including but not limited to:

• Preparing and ensuring compliance of all correspondence and documents for supervisors, logging and distributing them to relevant staff.
• Screening incoming calls, taking accurate messages, and addressing queries from callers and visitors, prioritizing their needs effectively.
• Coordinating the supervisor's calendar, arranging appointments, meetings, travel, and accommodation in accordance with ADB procedures.
• Assisting in project processing by ensuring that all documents are processed according to established procedures and guidelines, coordinating the review of project documents with relevant units, and monitoring processing timelines to meet planned approval dates.
• Maintaining and updating office filing systems and records for easy retrieval, tracking the flow of documents using databases for monitoring purposes.
• Supporting knowledge management activities within the division.
• Providing backup support to other operations assistants during their absence.
• Performing any additional responsibilities as assigned by the supervisor to ensure the effective functioning of the division.

Required Qualifications:
Candidates for the Operations Assistant position must possess a Bachelor's degree in economics, commerce, engineering, or a related field. Additionally, applicants should have at least 5 years of relevant professional experience. Proficiency in computer skills is essential, with a strong knowledge of common word processing and spreadsheet applications. Experience with business intelligence and artificial intelligence applications is preferred, along with familiarity with computer systems typically used in multilateral organizations. Candidates should demonstrate good coordination skills and the ability to liaise effectively with individuals from diverse professional and cultural backgrounds. Experience in working with various stakeholders and knowledge of relevant procedures, formats, and standards is also required. The ability to exercise judgment on matters of confidentiality and urgency, especially in the supervisor's absence, is crucial for this role.

Educational Background:
The educational background required for the Operations Assistant position includes a Bachelor's degree in fields such as economics, commerce, engineering, or other relevant disciplines. This educational foundation is essential for understanding the complexities of the role and effectively contributing to the Energy Division's objectives.

Experience:
The position requires candidates to have a minimum of 5 years of relevant professional experience. This experience should ideally encompass administrative support roles, project processing, and coordination within a similar organizational context, particularly in a multilateral development bank or related environment. The candidate's experience should demonstrate their ability to manage multiple tasks efficiently and work collaboratively with diverse teams.

Languages:
Proficiency in written and verbal English is mandatory for this position, as it is the primary language of communication within ADB. Additionally, knowledge of the local language may be required depending on the specific context of the role and the stakeholders involved. Candidates who possess additional language skills may have an advantage in this position, particularly if those languages are relevant to ADB's operations in the region.

Additional Notes:
This appointment is open to both internal and external applicants, but it is specifically a local staff position, meaning it is only available to nationals and permanent residents of the Philippines. The position is a fixed-term appointment with the possibility of renewal, initially for a period of up to 3 years or until the Normal Retirement Date (NRD), whichever comes first. After the initial term, ADB may choose to renew the appointment for an additional 3 years based on various factors, including the staff's performance and the organization's needs. It is important to note that this appointment is not convertible to a regular appointment, and there is no limit to the number of renewals up to the NRD. ADB offers a competitive salary and a comprehensive benefits package, which includes a retirement plan, medical and health benefits, paid leave (including parental leave), life and other insurance plans, and opportunities for staff development.